Forms

The vast majority of payroll transactions for Duke University and Duke University Health System employees are performed using iForms. IForms is a web-based tool that allows transactional information to be submitted, work flowed for appropriate approvals, and automatically interfaced with the payroll system. IForms access is based upon employees' positions and it accessed by visiting Duke@Work. Please review the lists at the bottom of this page for guidance on the method for performing common payroll transactions.

Please contact Corporate Payroll Services for assistance with any of the paper forms listed below.

Available Formats

Federal Employment Eligibility (Form I9) and State Employment Eligibility (E-Verify) is mandated for each new employee (both citizen and non-citizen) hired after November 6, 1986 and is authorized to work in the United States. These verification forms, along with the hire form and tax forms, are completed through the Duke@Work site. Information about I9s and E-Verify can be located at the I9 documentation page.

Available Formats

Terminated employees and former student employee or non-compensatory recipients should contact their former department to have their address updated. This is critical to ensure that IRS tax documentation is distributed appropriately. You may return the signed form to Corporate Payroll Services, Box 90484, Durham, NC 27708-0484. Please do not fax or email the completed form.

Available Formats

This checklist is designed to provide approvers and editors who are using the Time and Attendance system a reference for all tasks required for a successful pay period close. This will help to ensure your employees are paid timely and accurately.

Available Formats

To request a wage verification, employees must complete the Employee Wage Verification Form drop it off at Corporate Payroll or mail the request form to Corporate Payroll Services, Box 90484, Durham, NC, 27708-0484. Allow up to three business days to process the request. Once completed, the verification can be picked up by the employee (showing picture ID) or can be mailed to the address listed on the form.

Available Formats

For Non-compensatory Use Only. Form designed for changes to data such as name changes, educational level, marital status, citizenship status, or home address changes. Some of these require documentation authorization before changes can be made in SAP.

Available Formats

Terminated employees and former student employee or non-compensatory recipients should contact their former department to have their address updated. This is critical to ensure that IRS tax documentation is distributed appropriately. You may return the signed form to Corporate Payroll Services, Box 90484, Durham, NC 27708-0484. Please do not fax or email the completed form.

Available Formats

Foreign National Employees/Students

Use this form if you are a nonresident alien individual who is receiving compensation for independent personal services performed in the United States, compensation for dependent personal services performed in the United States, or Non-compensatory scholarship or fellowship income and personal services income from the same withholding agent.

Available Formats

Tax

The NC-4 form is used by employers as documentation of the correct amount of state taxes to withhold from an employee's pay. Read the instructions prior to completing the form. Be aware that an "exempt" status expires on December 31 of each year. The employee must submit a new NC-4 to reclaim an "exempt" status.

Available Formats

All active employees can access W-2 forms from 2011-Current via the online portal. Inactive or former employees and current employees requiring a replacement of a lost or misplaced W-2 form prior to 2011 should submit this form.

Available Formats

The Duke Disability Checklist should be completed after Human Resources has notified the department that the employee has been approved for Duke Disability. This form should only be completed if the employee is not working any hours.

Available Formats

Form must be used to establish LOA leave periods and for Sabbatical and Research leaves that begin on or after September 1, 2009. This form should not be confused with the Human Resources' Leave of Absence Request Form.

Available Formats

Form must be used to establish LOA leave periods for employees transitioning to Long Term Disability. Complete and return the form to the Human Resources Disability Analyst. This form should not be confused with the Human Resources Leave of Absence Request Form.

Available Formats

Duke Human Resources

Additional Human Resources forms such as Health, Dental, and Vision Benefits, Disability, Educational Benefits, Health and Wellness Forms, Life Insurance, Reimbursement Accounts, Retirement, Same Sex Spousal Equivalency, and others can be found on the Human Resources website.

Available Formats

The Leave of Absence Request form is completed by the employee requesting a leave of absence and submitted to their departmental representative. This form is to
be maintained in a confidential file in the employee's department and should not be submitted to Corporate Payroll.